By Quality is a custom casegoods manufacturer dedicated to bringing hospitality and commercial design visions to life. We partner with leading hotel brands, designers, purchasing firms, and ownership groups across North America to deliver high-quality furniture solutions for hotels, restaurants, multifamily developments, and commercial environments. As we continue to grow, we are looking for a highly organized and proactive Project Coordinator to support our Project Management team and help drive projects from purchase order through production.

The Project

Coordinator is responsible for supporting the successful onboarding, administration, and execution of projects from receipt of client purchase order through production launch. This role serves as a key connection point between Administration, Project Management, and our clients. The successful candidate will take ownership of project setup activities, client onboarding communications, finish sample coordination, documentation management, meeting coordination, and ongoing project support activities.

This is an excellent opportunity for someone who thrives in a fast-paced manufacturing environment and enjoys managing multiple priorities while ensuring no detail is overlooked.

Project

Intake & Setup Process incoming client purchase orders and project awards. Create and maintain project records within company ERP system and drive. Establish project folders and documentation within company systems. Ensure all project documentation is organized, complete, and properly maintained.

Project Kickoff Coordination

Schedule and coordinate internal project kickoff meetings. Prepare meeting agendas and distribute supporting documentation. Track project startup activities and ensure completion of assigned tasks.



Issue project introduction emails to clients and project stakeholders.

Assist Project

Managers with client communications and follow-ups as requested. Maintain organized records of project correspondence and approvals. Coordinate collection of project documentation, approvals, and client requirements. Initiate finish sample requests immediately upon project award. Coordinate designer control samples and finish approval requirements. Follow up on outstanding approvals to support project schedules.

Project Administration Support Support Project

Managers with day-to-day project coordination activities. Track project action items and deliverables. Assist with schedule updates and project reporting. Prepare and maintain project documentation packages.

Coordinate follow-ups between internal departments to ensure project momentum. Maintain accurate project records within ERP and company systems. Ensure file management standards are followed. Generate project status reports and administrative updates as required.

Support continuous improvement initiatives related to project workflows and processes. Diploma or Degree in Business Administration, Project Management, Construction Management, Supply Chain, or a related field. ~2–5 years of experience in project coordination, project administration, construction coordination, manufacturing, millwork, furniture, or related industries. ~ Solid proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Teams. ~ Experience working with ERP systems and cloud-based document management systems. ~ Ability to manage multiple projects simultaneously. ~ By Quality is committed to providing an inclusive and barrier-free work environment beginning with our hiring process. Accommodations are available upon request throughout the recruitment process. #

📌 Project Coordinator - Manufacturing & Hospitality Projects (Vaughan)
🏢 By Quality
📍 Vaughan